linked fields not preserving all column data

[nippy.sweetie]

I have a project structure inherited from one of the major consulting
firms (so I am assuming that they have researched that this approach
is the optimal one for managing large projects ;-) )

I have one main file 'Project a.mpp' (but not a master file) which
illustrates the summarised information on the project. There are then
a further 12 project files 'Project b.mpp' - 'Project m.mpp' which can
be managed independently - with the key summary tasks 'linked' into
the main project file 'Project a.mpp'.

within 'Project a.mpp' I can display the 'linked fields' column -
which is marked 'yes' for linked fields. When I click on the linked
task - MS Project opens the corresponding mpp file.

So far so good.

The issue I have is that in the 'Project b.mpp' file - the task shows
a duration=38 days and work=327days - but in the 'Project a.mpp' the
task is showing duration=38 days and work=38days. This means that my
workload for the entire project is underestimated. I notice that the
'type' column is also not the same between the 2 files. 'Project
b.mpp' shows 'fixed duration' yet the display of the linked field in
'Project a.mpp' showed some other type - but can be edited (yet I
thought data could not be changed for a linked field without removing
the link).

In addition, I presume if I wanted to run reports per resource effort
or resource cost from within 'Project a.mpp' - I would not see the
true totals across 13 linked files.

Should I therefore abandon this project construction before I go in
too much deeper and reformat everything to 'master' and 'dynamic
subprojects'?

some 'Best practice' and 'common pitfalls of using linked files' would
be appreciated.

Many thanks for any advice

 

[Jack Dahlgren]

Which method of linking are you using? There are interproject links and
paste links.

-Jack Dahlgren

 

[nippy.sweetie]

I read all previous posts on 'interproject links' - but I still cannot
say that I understand which is which! [interproject links and paste
links]

As I inherited my project file structure, how can I verify the
difference?

I saw a previous post from you in 2002 saying that "Copy paste links
is so fragile that you will regret using it. The other method is much
better (but still not perfect) "
Do I assume the 'other method' you refer to is interproject links? I
searched for 'interproject links' in Project 2003 Help, and found
references to 'link selected fields dynamically between Project
Plans'.....which is how I *thought* my file links were created.

My situation Current Approach:
=======================
All the files are in the same directory. I am using Project 2003.
When opening the 'Project a.mpp' - MS Project asks if I wish to update
the links. linked docs are viewable (per link) in menu Edit/Links as
automatically updateable links 'StdOleLink'. When clicking on a
linked field in Project a.mpp' - the linked file is opened, and cursor
moves to linked field in 2nd file.

Currently my 13 MS project files are each structured across the whole
project lifecycle, but each file with detailed tasks allows management
of distinct workpacks per designated team manager (very useful!).

I found now some recommended ways of working in previous posts (which
I believe I have complied with), namely:
- keep to less than 200-300 tasks per file.
- Minimise linkages by keeping dependancy inside its own file.
- Organize in some hierarchy which is useful to the project, e.g. by
leader, type of work, etc.) ie have as few schedules as possible and
only create a sub-schedule for management reasons (who will be
updating and maintaining the schedule, etc.)


My situation Alternative Approach:
========================
There was also a recommendation to:
- Create a separate file to collect all the sub-projects.
?Would this mean create another master file with all 13 project files
'Project a.mpp' - 'Project m.mpp' as subfiles?

I tried this approach - but it still does not seem to give me the
reporting answers I need re: overview of resource effort and costs?

In addition it does not give me easy management of the subfiles, as I
would have to split subfiles further to allow management of detailed
tasks by each delegated team responsible.

Furthermore the structure of critical path becomes spaghetti without
major reformatting.


Apologies for the long discussion, but I tried to assess the
alternatives before coming back to you.......

 

[nippy.sweetie]

Perhaps I have just found the answer to my own question in the
'disclaimer' type note from MS Project Help

"Note Although you may be able to paste information into some
calculated fields, Project may not use the information or recalculate
the value."

In which case, I now am not sure how useful this 'paste link' feature
is!!